Records Management Clerk

Arapahoe County•Centennial, CO

7d•$24 - $36•Onsite

About The Position

The Records Management Clerk is an entry-level position in the Public Health Division’s Operations unit. The clerk performs administrative and customer assistance duties related to the registration and issuance of birth and death records and burial or other disposition permits. Responsibilities include forms processing, data entry, cash balancing, record keeping, and delivering death certificates to funeral homes using a County vehicle. The role operates in accordance with applicable laws, regulations, and standards set by the State Registrar and follows security protocols for confidential documents. The position may respond to public health emergencies, incidents, and events, and participate in required preparedness exercises, drills, and training. Work is generally performed in a standard office environment. The posting anticipates hiring at the Records Management Clerk level, while noting eligibility for career progression to Senior Records Management Clerk depending on qualifications and experience.

Requirements

High school diploma or equivalent.
At least 1 year of experience in general office work or customer service.
Communicate clearly and concisely, verbally and in writing.
Maintain active working knowledge of CDPHE regulations related to vital statistics, current office practices and procedures, and customer service skills.
Successfully pass pre-employment testing, including an acceptable motor vehicle record (MVR) and background check.
Obtain certification as a Deputy Registrar through the Colorado Department of Public Health and Environment (CDPHE).
Thorough understanding of State Vital Records Office regulations.
Complete 8 hours of annual training through CDPHE.
Occasional on-call availability on weekends and holidays, with limited time demands; hours outside standard 8 a.m.–5 p.m. business hours may be required.
Any equivalent combination of education and work experience that satisfies the job requirements will be considered.

Nice To Haves

Bilingual Spanish is strongly preferred.
For the Senior Records Management Clerk progression: 2 or more years of experience in a Vital Records office, including COVIS/COVES system experience.

Responsibilities

Perform activities related to registering and issuing birth and death certificates and disposition permits in accordance with State Registrar laws, regulations, and standards.
Examine certificates for accuracy and completeness, correct them, or resolve discrepancies.
Respond to requests for birth and death certificates and disposition permits through the Internet, telephone, mail, fax, and in person.
Issue certified copies of birth records; access online CDPHE vital statistics records; review and verify identification and proof of relationship or tangible interest; and explain identification and eligibility requirements.
Issue disposition permits to mortuaries for burial, cremation, and other dispositions.
Collect appropriate fees, issue receipts, run and reconcile daily reports as appropriate, and maintain a balanced cash drawer.
Perform clerical duties such as answering phones, typing, searching and filing records, data entry, and record keeping.
Follow State Registrar security protocols for handling and storing confidential documents.
Maintain statistical records of transactions.
Deliver death certificates to funeral homes in the metropolitan area.
Support public health emergencies, incidents, and events as required; participate in required exercises and drills; complete appropriate training; and initiate corrective actions and responses pursuant to applicable laws and regulations.
Maintain working knowledge of CDPHE vital statistics regulations, current office practices and procedures, and customer service skills.